5 Tips for Designing a Small Office Space in Kansas City

Small businesses tend to have to get creative when designing an office space.  Your office equipment and décor should allow for a combination of functionality and an inviting environment for clients and employees.  Here are a few tips for making the most of a small space, as suggested in the article “Small Office Space Layout Design & Storage Ideas”:

1.Go for Openness. Trying to cram too many cubicles and dividers into a small office space can make the office seem even smaller and more crowded.  Create an open office environment, which will have the added benefit of allowing for collaborative work and encouraging teamwork among your employees.  If you have to create a partitioned area, do it for meetings with clients or private discussions, and try to put this area in the back of your space.

2.Take Measurements. Not taking enough accurate measurements of a space is a simple mistake that many business owners make.  In addition to measuring your space, make sure you measure any piece of furniture or equipment you are considering purchasing to make sure that it will fit in the space that you want to put it.  Try measuring your current furniture and looking through catalogs with measurements listed to get an idea of what will actually fit.

3.Be Thrifty.  A lot of times you can find good furniture for an office at yard sales or thrift shops.  This can also allow you to be a little creative with your furniture—you can bypass the bulky, standard office furniture and try something unique and perhaps even more functional, such as long dining room tables for work stations or pullout desks that can save you some space.

4.Reduce Your Paper Files. “Go green” and cut down on clutter by taking advantage of online data and file storage options, such as DropBox, GoogleDocs, Box.net, and more.  You will save a lot of space with fewer papers to file.

5.Wall Storage. If you cannot fit file cabinets or other storage furniture in your office, look to the walls.  You can add shelves, cubbies and magazine holders to the walls in order to hold things like files, supplies, reference books, and more.  You can also use space under desks for storage containers for additional room.

Get creative with your small office space and create an environment that is unique, inviting, and efficient!

Looking for a small office lease in Kansas City?  Give us a call at 913-685-4100 to learn more about our affordable office space in Kansas City!

 

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8 Tech Tips for Your Office Space in Kansas City

Technology in an office can be a fickle thing to deal with, but in this day and age, it is so necessary to have fully functioning technology at all times.  Here are a few common problems with technology that arise in offices, as well as tips for how to troubleshoot, as outlined in the articles “Toby’s Tech Tips: Part 1 & Part 2”:

#1 Slow Computers

Slow performing computers are extremely common tech complaints, but fortunately a little maintenance can usually speed things up. One explanation is that your computer is experiencing a virus, but if you rule out this option, it is more likely that you are using too much data storage.  Storing essential personal and work related documents is so important, but you can save space by moving documents that you don’t need frequently to either a USB device or an external hard drive in order to free up space on your computer.  If you find files that you do not need, don’t be afraid to put them in the “Recycle Bin.”

#2 Too Many Windows 

If you are losing efficiency because you constantly have multiple windows open on your computer, consider getting another monitor.  You can even set up dual monitors in the same stand, and these monitors can swivel, rotate, and tilt to adjust to your preferences.  You might find that you can increase your productivity without decreasing your desk space.

#3 Trouble with Email Attachments

If you are having issues with email, particularly opening attachments, you might want to look into a software upgrade. If your software is outdated, the files you are trying to open might no longer be compatible with what you are using.

#4 Printer Problems

These always seem to arise at the worst possible times, but there are a few quick fixes you can try.  First is simply turning the computer off and on, but if this doesn’t work, try unplugging it altogether and then plugging it back in.  You can also double click the printer icon on your computer to check the print queue and see if there are several documents waiting.

#5 Download Speeds

If your computer is taking way too much time to download things from the internet, you might check to see that you aren’t downloading or uploading things without knowing it.  Sometimes torrent programs run in the background of your computer and are minimized to your systems tray–without you even noticing them.

#6 Unreliable Wi-Fi

The first step when dealing with unreliable Wi-Fi is to check to see if your router or your computer is the problem.  If it is just a matter of improving the signal strength from your router, look into purchasing a Wi-Fi range extender, which can strengthen the signal from a router in different parts of a building.

#7 Laptop Upgrades

If you are frustrated with your laptop but still unsure of whether to make the leap to a tablet, consider some devices that are somewhere in between.  Many laptops with full keyboards also feature touchscreens that can rotate 360 degrees, giving you some of the best features of both options.  If you know you want to be on the go and work from something smaller altogether, then maybe downsizing to a tablet is the best option for you—look into your choices to see what will serve you best.

#8 Losing Power

Sometimes documents can be lost simply because of the battery dying on your computer—inadvertently erasing hours of hard work.  One way to prevent this from happening is to look into a UPS (uninterruptable power supply), which gives you time to back up your work before losing power.

Consider trying some of these tips if you are having tech problems in your office!

If your business is interested in office space for rent in Kansas City, give Kathy Woodward at DDI Commercial a call at 913-685-4100!

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Technology Tips for Business Inside and Outside Your Office Space in Kansas City

Trying to keep up with the latest technology in your office space? Technology can be both a way to improve your business and a potential obstacle to performance. It is important to not only know what technology is available to your business, but how to maximize the ways you can use it. Here are a few things to consider in order to asses whether or not your business is using technology as wisely as possible, as outlined in the article “Stay Connected”:

#1 Smartphones

If you and your employees have smartphones, make sure you are using them to their full potential. This means more than just internet access, emailing, calling, and texting. Use the calendar app to sync contacts and commitments from email and social media. Look into apps that can help you send invoices and receive payments. There are apps out there for a variety of different things to help your business stay organized, mobile, and customer friendly. Make sure that you are fully aware of what your smartphone could do for your business.

#2 Cloud Storage

This program allows you to access documents from any computer wherever you are. You can do this through iCloud, Google Drive, Dropbox, or other programs that allow you and your employees to share documents from anywhere. One of the benefits of using these online documents is that you can even have employees working on the same document simultaneously from different places. Cloud storage is also a great way to store documents without taking up space in your office with file cabinets or big servers.

#3 Tethering

If you know you need internet access on the go and don’t want to rely on finding accessible Wi-Fi in places, learn how to turn your cell phone into a modem or “hot spot” for internet on other devices, such as your laptop. This way you can connect to the internet to do work from anywhere—whether it is in a park on the weekend or an airport waiting for a flight.

#4 Skype and FaceTime

These apps allow you to call or video chat employees and clients from anywhere in the world, as long as you have Wi-Fi. This can facilitate interviews and meetings from all different places around the world, and allows you to actually see the person you are talking to, making it easy to present a product or interpret someone’s reaction.

#5 Messaging Apps

There are several web based instant messaging apps available, including Viber, WhatsApp, WeChat, and Voxer. These are alternative ways to connect with people besides texting; these apps work if you are on Wi-Fi or using cell phone data. You can also use these apps for group messaging, eliminating any inconsistencies in carriers or phones that might make texting difficult.

Remember that just because you and your employees can work anywhere does not mean you should work anywhere. Just because speedy responses are possible does not mean that you want to set up the expectation that you can be contacted at any time. Learn to turn off and set limits for yourself, whether you are working from an office or at home. Take advantage of the flexibility technology offers, but always strive for a healthy balance between your personal and work life.

Look into the technology your business uses and see if you are using it as effectively and efficiently as possible—technology can be a great way to streamline your business and increase productivity without creating more work for yourself!

If your business is interested in executive office rental in Overland Park, give a commercial real estate broker in Overland Park a call at 913-685-4100!

 

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3 Kinds of Overland Park Office Space Leases

There are many different types of commercial real estate leases, so it is important to familiarize yourself with each type and what they mean in terms of rental rate before signing an office space lease. These leases can be distinguished by rent calculations and how expenses are factored in. Here is an overview of the three major types of leases and some of their variations, as outlined in the article “Types of Commercial Real Estate Leases”:

#1 Gross Leases

In a gross lease, also called a full service lease, your rent covers all of your expenses. The landlord is responsible for taking care of costs like insurance, taxes, utilities, and maintenance, the costs of which are covered by tenants’ rent.

If you are considering a space that offers a gross lease, you should find out what services are provided and the frequency of those services. While it might sound convenient to have the landlord handle expenses, sometimes things like inefficient energy consumption could end up coming out of your pocket. The upside of a gross lease is that you know exactly what your expenses will be for the month or year, rather than worrying about unexpected maintenance expenses, which ultimately leaves you with more time to focus on your business.

#2 Net Leases

There are a few different types of net leases, but in general net leases involve a lower rental rate for the space with tenants paying additional charges for extra expenses to the landlord such as maintenance, operations, taxes, insurance, or shared services such as trash pick-up, water, sewer, parking lots, landscaping, fire sprinklers, etc. Here are a few common types of net leases:

  • Single Net Lease – In a single net lease, tenants pay a base rent plus a certain share of the building’s property tax that is proportionally based on how much space the tenant occupies. The landlord is responsible for all other building costs beyond that, except for janitorial services and utilities, which the tenants pays for themselves for their own spaces.
  • Double Net Lease – In a double net lease, tenants pay for a share of both taxes and property insurance on top of their base rent, and the share is based on how much of the space the tenant occupies. The tenant is also responsible for utilities and janitorial services, but the landlord takes care of other expenses such as repairs and maintenance of common areas.
  • Triple Net Lease – A triple net lease is the most common type of lease for retailers and freestanding commercial buildings. Also called the NNN lease, in this lease the tenant covers three things besides their base rent: taxes, insurance, and common area maintenance fees. Often utilities for common areas and operating expenses are included as well, such as the cost of a lobby receptionist. However, this is still not quite a full service lease, because tenants still take care of expenses in their own space, such as janitorial services and utilities. Again, the percentage that a tenant pays is based on the amount of space they occupy in the property. These leases tend to favor landlords, so carefully review the fees you might have to pay and try to negotiate for caps. The expenses for these leases can also fluctuate from month to month or year to year, so bear in mind that it might be tricky to predict costs. However, base rent for an NNN lease space might be lower than for a full service lease, because you will have more responsibility in taking care of the building.
  • Absolute Triple Net Lease – In this lease, which is more rare than triple net leases, a tenant is responsible for expenses in the case of every possible real estate catastrophe, such as rebuilding after a natural disaster or paying rent on a condemned building.

#3 Modified Gross Lease

The modified gross lease is a compromise between the landlord-friendly net lease and the tenant-friendly gross lease. This lease, which is also sometimes called the modified net lease, includes several of the “nets” in the rent—usually insurance, taxes, and CAMs—but leaves the tenants responsible for their own janitorial services and utilities. In this lease the tenant and landlord must negotiate ahead of time what expenses are covered in the rent. Tenants tend to favor this type of lease because they know their rent will still be the same even if insurance, taxes, or CAM costs fluctuate, but at the same time they can control themselves what they spend on things like electricity and janitorial services.

The bottom line when looking at any lease is to keep an eye out for all types of expenses and how exactly you will be responsible for them.

If you are interested in learning more about Kansas City office space for rent, give a commercial real estate broker in Kansas City a call at 913-685-4100!

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Factors to Consider Before Leasing A Large Office Space in Kansas City

Business of all sizes have to carefully consider the size of a space before moving in, since the growth of your business could be seriously affected by the size of your space. It is important to look at both the pros and cons of leasing a smaller or larger office space. If you are expecting your business to grow in the near future, a larger space might be the best choice because you can simply expand into more of your own office space, rather than restart the exhausting process of finding a new space. Here are some factors to consider if you are looking into a bigger office space for your business, as suggested in the article “How to Think About Your Square Footage Needs”:

  • Equipment – A larger office space also means adding more equipment without crowding the people in your office. You can also add and adjust other amenities that might not be possible in a smaller space, such as waiting rooms or meeting rooms.
  • Lease Length – You can also think big by singing a long term lease. The benefit of a longer lease is stability—you know that you will not have to spend time in the near future finding a new space.
  • Rent – Another benefit of a long term lease is that you might get a better rental rate, since landlords do not want to spend time dealing with frequent tenant turnover.
  • Pitfalls – The obvious negative side of a larger space is the higher cost for more square footage. You will also sacrifice the flexibility associated with short term leases.

Consider each of these factors if you are thinking about moving your business into a space that leaves room to grow!

If you are interested in office rental space in Kansas City, give Kathy Woodward at DDI Commercial a call at 913-685-4100!

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15 Ways To Be Spending Savvy in your Office Space in Kansas City

Most small businesses need to be very cost conscious when they first start out in order to survive. Here are a few tips for how your business can start to save, as suggested in the article “25 Money Saving Tips for Small Business

  1. Switch to online billing services. By using services like PayPal, you might be able to avoid some monthly and statement fees, though you will want to look into the “per transaction” fees on any online banking system to make sure that particular site will really end up costing you the least.
  2. Watch your printers. Printer ink can be expensive, so look into ways to save, such as using recycled cartridges, buying in bulk, or sharing printers.
  3. Reduce phone expenses. Take a look at your phone usage and think about ways you can adjust to save some money, whether that be eliminating a few phone lines, changing your plan, or looking into internet phone services.
  4. Get rid of the desktops. If possible, switch employees to laptops, which consume much less energy and have the added benefit of being mobile.
  5. Turn off the lights. Try to keep utility expenses down by keeping lights off in unused areas of the office.
  6. Take advantage of the internet. Whether for calls, conferences, business form templates, ordering checks, advertising, or sending newsletters to clients, the internet can make your work more convenient as well as more cost efficient.
  7. Review spending on supplies. Is it possible to buy more things in bulk? Look into trade shows, Craigslist, or buying wholesale as ways to save on office expenses.
  8. Consider subleasing. If you have unused office space, you might be able to arrange to sublease the space, which would mean not paying for unused space and getting some help with rent.
  9. Hire interns. When you are looking for seasonal staff, consider opening up positions to college students who often do internships for class credit, which will reduce your payroll without hurting your productivity.
  10. Cross promote. Include in an advertisement a mention of a service or item that would be a good addition to the item being advertised.
  11. Join community groups. Being involved in trade associates and other community groups can often provide advertising opportunities and can keep you plugged in to the latest news and techniques in your industry.
  12. Evaluate your mailing list. Take a look at your mailing list to see if you can weed out any inactive customers, undeliverable addresses, or changed addresses. Mailing is an expense for you, so you want to make sure you are not wasting letters. You can also save on mail by sending it in the morning so it will arrive early rather than paying for priority or express mail.
  13. Ask for referrals. Word-of-mouth is a powerful form of advertising, and it doesn’t cost you a dime. Include testimonials on your business’s website and ask clients to make referrals.
  14. Get the best deal. Request three bids from vendors before signing a contract, because often vendors will match competitor prices in order to get your business.
  15. Travel smart. Use travel websites to look for the best plane ticket prices. You can also save by having employees share things like rental cars or even hotel rooms. This kind of cooperation can majorly reduce travel costs.

Small businesses can benefit financially from taking a step back and evaluating what they have been spending on. Often there are a variety of simple solutions for cutting costs in an office space!

If your business is interested in affordable office space in Kansas City, give a commercial real estate broker in Kansas City a call at 913-685-4100!

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3 Tips for Finding the Best Desks for Your Office Space in Kansas City

When purchasing desks for an office space, you will want to consider both the impression they will have on any customers or clients that see them and also the comfort of your employees. Be sure to give special consideration to desks that will be most visible, such as the receptionist’s desk or ones where clients/customers will work with employees. Consider also what kinds of desks will help your employees be most productive. Here are a few factors to consider when picking out desks, as suggested in the article “Making the Most of Office Desks”:

  1. Balance trendiness with functionality. Don’t pick something so artistic and trendy that it sacrifices serious functionality. Look for items that embrace a modern aesthetic, but still have enough room for a computer and a comfortable amount of workspace.
  2. Check out custom made desks. One popular trend in office spaces is having desks custom made for the office. This allows workers who require desks with specific features to get exactly what they need, thus maximizing productivity.
  3. Consider putting in work stations. Cubicles are going out of fashion, and collaboration is the new trend. Try for workstations that are more open and allow for interaction and exchange of ideas.

Take the time to pick out furniture that will be both visually impressive and useful for employees!

Give Kathy Woodward at DDI Commercial a call at 913-685-4100 to find out more about our office suites for rent in Overland Park!

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3 Practical Strategies for Getting Employee Feedback at Your Office Space in Kansas City

Employee feedback can be an important part of improving your business, but sometimes it can be hard to obtain.  Be open to your employees’ thoughts, let them know they are being heard, and seek out not only the positives, but also the things you do not really want to hear.  Here are three practical ways to seek feedback from employees, as suggested in the article, “5 Steps To Getting Better Employee Feedback, Even If You Hate It“:

  1. Ask Often.  The opportunity to give feedback should not feel like a one-time deal or a privilege to your employees.  Show them that you value their opinions and you are there to serve the team as a leader by soliciting feedback frequently and consistently.
  2. Eat together.  People love free meals, so having events like a BBQ, an ice cream social, or any catered parties is a good way to talk informally with your employees.  Take the opportunity to mingle with them and listen to what they have to say both about work issues and about other things that are important to them.
  3. Check back in.  When you say you are going to make a change, check in with your employees to see if they feel like things are actually improving.  Allow them to help measure whether ideas are actually being carried out.

Be consistent and genuine in gathering feedback from employees, and you will earn their respect and hopefully improve your business in the process.

Give a DDI Commercial real estate broker in Kansas City a call at 913-685-4100 to find out about our available commercial real estate in Kansas City!

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5 Qualities That Your Office Space in Kansas City Workplace Environment Needs in Order to be Great

Many small business owners decided to start their own businesses because they were tired of working in negative environments, and often successful small businesses create a positive environment for their staff by not recreating those torturous work environments.  Here are some tips for making your own workplace a positive space, as suggested in the article, “How to Make Your Small-Business Workplace Great“:

  1. Build Trust.  This is central to creating a positive work environment.  Think about how you can build credibility, earn respect, and foster fairness.
  2. Friendship.  A major contributor to employee satisfaction is having good friends at work.  In some of the best workplace environments employees report not just having casual friendships, but strong relationships with coworkers.  Create a welcoming environment by instituting a mentor program for new employees to help them get settled.
  3. Pride.  Make your employees feel like what they do makes a difference!  Give them affirming and constructive feedback regularly to let them know that you care about what they do.
  4. Authenticity.  Promote acceptance, which will allow people to be their authentic selves, instead of putting on a “work persona,” which can be draining.
  5. Common Goals.  Be clear about what is expected and most important in your workplace.  Create unity by giving employees a common goal to work towards.

Promoting a happy staff is so instrumental in building a successful business!

If you are looking for a small office lease in Kansas City, give us a call at 913-685-4100 to find out about our available affordable office space in Kansas City!

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Practicing Good People Skills in Your Office Space in Kansas City

Employers value the ability to work well with others.  It is important to be conscious of how you interact with your coworkers, both when you are working on a specific project and around the office in general.  Here are some tips for putting into practice good people skills in the workplace:

  • Respect At All Levels.  Do not treat people differently based on their different positions in the office.  All members of the company deserve your respect, from the maintenance members, to the administrative staff, to your boss’s boss.
  • Names.  Learn the names of the people you work with as a sign that you know and value them.  One way to do this is to use their name three times in your first conversation with them, and then write their names down later or keep business cards.
  • Be Careful What You Share.  It is up to you how much of your personal life you want to share with your coworkers, but be careful not to make others uncomfortable, and do not ask them to share their personal lives with you.
  • Be Self-Aware.  Think about your relationships with peers, supervisors, and subordinates…are there differences in those relationships that reflect poorly on you?  If so, begin to adjust accordingly.
  • Personal Space.  Other people’s personal boundaries may be different than yours, so be aware of that as you go about your day.

Fostering good relationships with others in the office will make you a more valuable employee and create a more pleasant office environment!

If your business is interested in executive office rental in Overland Park, give us a call at 913-685-4100 to find out about our available office rental space in Overland Park !

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